A late arrival doesn't automatically create a cash payment. If EU261 covers the flight and you reach your final destination at least three hours late, you may qualify for €250, €400, or €600 per passenger. That payment usually isn't due when an extraordinary circumstance caused the delay.

UK261 has a separate schedule in pounds. On a U.S.-only itinerary, there is no broad federal rule requiring a fixed cash payment simply because the flight arrived late. Refund rights, airline policies, and travel insurance are different questions.

The fastest way to sort out a claim is to check the route first, save the records, and file with the airline that operated the flight.

1. Check which rule applies

The airline's home country isn't enough. Look at the departure airport, the destination, the carrier that actually flew the plane, and whether the flights were on one reservation.

Itinerary Rule that may apply
Flight departing from an EU airport EU261 generally applies, regardless of the airline
Flight arriving in the EU from outside the EU EU261 generally applies when an EU carrier operated the flight
Flight departing from a UK airport UK261 generally applies
Flight arriving in the UK from outside the UK UK261 generally applies when a UK carrier operated the flight
U.S.-only itinerary U.S. Department of Transportation rules and the airline's contract of carriage
Other international itinerary The contract of carriage, local law, and possibly the Montreal Convention

For a codeshare, use the operating carrier - the airline that actually flew the aircraft. The airline that sold the ticket or displayed its code may not be the right party for an operational-delay claim.

A connection on one reservation is normally assessed at the final destination. Separate tickets are generally assessed separately, so a missed flight booked on another ticket isn't automatically part of the first airline's delay claim.

EU and UK rules can both be relevant on some cross-border itineraries. Don't submit the same disruption as two separate compensation claims. The official Your Europe air passenger rights guidance can help when an itinerary crosses several jurisdictions.

2. Save the evidence before you leave the airport

Airline apps and airport screens can change after the flight. Save or photograph:

For arrival time, the useful moment usually isn't when the wheels touch down. Record when a door opened and passengers could leave the aircraft. On a connecting itinerary, record the delay at the last destination on the reservation, not only the delay at the connection point.

Keep the original files where possible, and make the screenshots readable. A blurry image of a departure board is much less useful than a clear photo showing the flight number, date, and delay.

3. Ask for the cause and the care you need

Don't rely on a gate agent's phrase such as "operational reasons." Ask the airline or airport desk:

Take a screenshot of any written reply. If the airline gives only a broad label, ask for a more precise explanation after the flight.

For flights covered by EU261, assistance normally begins according to the expected departure delay:

Flight category Assistance generally begins after
Up to 1,500 km 2 hours
More than 1,500 km within the EU, and other flights from 1,500 to 3,500 km 3 hours
Other flights over 3,500 km 4 hours

Depending on the situation, care can include reasonable meals and refreshments, two communications, and a hotel with transport when an overnight stay is necessary. UK261 has a similar broad care structure, but its specific terms should be checked separately.

If the airline doesn't provide care, pay only for reasonable necessities and keep itemized receipts. An expensive hotel, alcohol, an upgrade, or unrelated purchases may be rejected.

Care and fixed compensation are separate. An extraordinary circumstance may defeat a compensation claim while the airline still owes assistance, rerouting, or a refund under the applicable rules.

4. Know what a five-hour delay lets you choose

Under EU261, a departure delay of at least five hours can give you the choice of continuing the trip or asking for reimbursement when you no longer want to travel. Ask the airline to explain the options before you abandon the itinerary.

These remedies aren't interchangeable:

A voucher isn't the same as cash. Before accepting one or signing a settlement, check whether the terms waive any further claim.

5. Calculate possible EU261 compensation

For an eligible EU261 flight, arrival at the final destination three or more hours late can qualify for fixed compensation if the delay wasn't caused by an extraordinary circumstance.

Flight distance and route EU261 reference amount
Up to 1,500 km €250
More than 1,500 km within the EU, or other flights from 1,500 to 3,500 km €400
Other flights over 3,500 km €600

The figures are per passenger, not per booking. They aren't automatic payouts: the route, operating carrier, final-arrival delay, and cause of the disruption all matter.

When the airline reroutes you, it may reduce the payment by 50% if the replacement flight reaches the final destination within the relevant limit:

UK261 uses a separate pound-denominated schedule. Don't convert the EU table and assume the converted amount controls a UK261 claim.

6. Treat delayed baggage as a separate claim

A delayed flight and delayed checked baggage involve different claims. Before leaving the baggage area, report the missing bag and request a Property Irregularity Report, usually called a PIR.

Keep the:

Submit the baggage claim through the airline that operated the flight. International baggage claims may involve the Montreal Convention and have different evidence requirements and deadlines from an EU261 delay claim. A PIR records the problem; it doesn't by itself request reimbursement.

7. File with the operating airline

Use the airline's official claim form when it has one. State the flight details, passenger names, scheduled and actual arrival times, legal basis, amount requested, and the documents attached.

There isn't a universal EU261 rule requiring every passenger to submit a claim within 24 hours. File promptly anyway. Receipts, flight records, and the airline's explanation are harder to recover later, and private filing deadlines vary by country.

You can adapt this letter:

Subject: EU261 or UK261 claim - [FLIGHT NUMBER] - [DATE] - [BOOKING REFERENCE]

Dear [AIRLINE],

I was booked on flight [FLIGHT NUMBER] from [ORIGIN] to [DESTINATION] on
[DATE], under booking reference [REFERENCE].

The scheduled arrival time at my final destination was [TIME]. A door opened
and passengers could leave the aircraft at approximately [TIME], resulting
in an arrival delay of [HOURS AND MINUTES].

I request compensation under [EU261 Article 7 or UK261] in the amount of
[AMOUNT AND CURRENCY] for each eligible passenger:

- Passenger name: [NAME]
- Operating carrier: [AIRLINE]
- Flight distance category: [CATEGORY]
- Final destination: [DESTINATION]

I also request reimbursement of these reasonable expenses incurred because
care was not provided:

- [DATE, ITEM, AMOUNT]
- [DATE, ITEM, AMOUNT]

Please confirm receipt of this claim. If you deny it, please provide the
specific cause of the delay and explain why you consider it extraordinary.

Attached are my booking confirmation, boarding passes, delay records, airline
messages, and itemized receipts.

Regards,

[NAME]
[EMAIL]
[PHONE]

Send copies, not originals. Don't provide a full card number, online-banking password, or identity document unless the airline requests it through a verified, secure channel.

When an airline cites extraordinary circumstances

An extraordinary circumstance can remove the right to fixed EU261 compensation. It doesn't necessarily remove the right to care, rerouting, or a refund.

Events that may qualify include:

The label alone doesn't settle the matter. The event must be connected to the delay, and the facts determine whether it was outside the airline's control and could not reasonably have been avoided. Routine technical problems, ordinary maintenance, and many internal airline operating problems aren't automatically extraordinary just because the airline describes them that way.

If the airline rejects your claim, ask it to identify:

  1. The exact event it relies on
  2. When the event occurred
  3. How it affected your flight
  4. What reasonable measures were considered or taken
  5. Why those measures could not avoid the delay

Keep the written response with the rest of the claim file. A reply that says only "weather" or "technical issue" may not give you enough information to assess the denial.

If the airline denies or ignores the claim

Resubmit the matter as a short evidence file rather than sending the same one-line request. Include:

  1. The airline's denial, with the unexplained point identified
  2. The scheduled and actual final-arrival times
  3. Confirmation that the flights were on one reservation or separate tickets
  4. The operating carrier
  5. Clear copies of boarding passes, delay notices, and receipts
  6. The specific extraordinary event requested from the airline
  7. The case number and a request for a written final response

Use the complaint route for the jurisdiction that applies:

A regulator complaint may help investigate compliance, but it isn't always a substitute for a private claim in court or through an ADR scheme. Check the local time limit before waiting. If you use a claims company, read its fees, cancellation terms, authority to act, and court-action terms first.

What U.S. travelers can claim

A U.S. passenger can still have EU261 or UK261 rights when the itinerary meets those rules. For example, a U.S. traveler departing from an EU airport can generally assess EU261 even when an American airline operated the flight.

For a U.S.-only itinerary:

Use the U.S. Department of Transportation refund guidance to check whether a cancellation or significant change supports a ticket refund. Ask the airline and insurer or card issuer for the relevant policy in writing, then save the response.

Mistakes that can weaken a claim

Frequently asked questions

Is a three-hour departure delay enough for EU261 compensation?

No. The usual fixed-compensation test is at least three hours late at the final destination. A departure delay can trigger care rights earlier, depending on the flight distance.

Can I claim €600 for any four-hour delay?

No. The €600 amount is for the longest EU261 distance category. The flight must also be covered, the final-arrival delay must qualify, and no applicable extraordinary circumstance can defeat the claim.

Can I claim after accepting a rebooked flight?

Possibly. If the rebooked itinerary reaches the final destination at least three hours late and the other conditions are met, compensation may still be available. The amount can be reduced by 50% in some rerouting situations.

Does a weather delay always defeat a claim?

No. Severe weather may be extraordinary, but the airline should connect the specific event to your delay. Ask what happened, when it happened, and how it affected the flight.

Do I have to file within 24 hours?

There is no universal 24-hour EU261 filing rule. Report baggage problems promptly, preserve the flight evidence, and submit the compensation claim as soon as practical because national deadlines vary.

Save a PDF of the submitted claim, its attachments, and the confirmation number. Set a follow-up date, and use the relevant regulator or ADR route if the airline doesn't provide a reasoned response.